Company Vehicles

Company Vehicle Policy

1. Purpose

   • This policy outlines the guidelines for the use of company owned and rental vehicles (company vehicles) to ensure safety, compliance, and proper maintenance.

2. Eligibility

   • Vehicles will be assigned to key personnel only for business usage.
   • Employees eligible for company vehicles include Managers / Foreman / Technicians / Sales Employees.
   • Eligibility is determined based on job roles and business need.

3. Vehicle Use

   • Company vehicles are to be used for business purposes only.
   • Personal use of company vehicles is not permitted under any condition unless approved by the Owner of the company
   • It is strictly prohibited to consume or transport alcohol in company vehicles or rentals.
   • Smoking, including vaping, is prohibited in company vehicles or rentals.

4. Driver Responsibilities

   • Drivers must hold a valid driver’s license.
   • Drivers must adhere to all traffic laws and regulations.
   • Drivers are responsible for the cleanliness and maintenance of the vehicle.
   • Any fines or penalties incurred are the responsibility of the driver.

   • Key personnel are responsible for:

     • Vehicle registrations
     • Regular maintenance and inspections
     • Ensuring cleanliness of the vehicle
     • Stocking necessary tools and equipment
     • Handling parking violations
     • Addressing traffic violations
     • Reporting and managing accidents
     • Ensuring oil changes are performed every 3,000 miles
     • Maintaining a certain inventory level of stock materials in company trucks
     • Being responsible for any tools or equipment assigned to the company truck

5. Maintenance and Repairs

   • Regular maintenance schedules must be followed.
   • Any issues or repairs needed must be reported immediately to your direct manager
   • All repairs requests must be accompanied by an estimated and approved by the Owner prior to the work commencing.

6. Accident Reporting

   • In the event of an accident, the driver must report the incident to your manager immediately.
   • A detailed accident report must be completed and submitted within 1 hour of accident.

7. How to Report an Accident

   • Ensure safety: Check for injuries and call emergency services if needed.
   • Gather information: Collect details from all parties involved, including names, contact information, and insurance details.
   • Document the scene: Take photos of the accident scene, vehicle damage, and any relevant road conditions.
   • Notify the company: Contact your manger then the Operations Group as soon as possible to report the accident.
   • Complete an accident report: Fill out the company’s accident report form and submit it within 1 hour of the accident.
   • Obtain an Estimate: Take company vehicle to Auto Repair shop approved by Operations group for an estimate and provide estimate same day for insurance submitta.

8. Insurance

   • All company vehicles are covered under the company’s insurance policy.
   • Drivers must ensure they have the necessary insurance documents in the vehicle at all times.

9. Fuel and Expenses

   • Business Fuel expenses will be covered by the company
   • Receipts for fuel and other expenses must be submitted to the operations group for reimbursement.

10. Disciplinary Actions

    • Misuse of company vehicles may result in disciplinary action, up to and including termination.

    • Examples of misuse include:

      • Using the vehicle for unauthorized personal use
      • Transporting unauthorized passengers
      • Reckless driving or speeding
      • Driving under the influence of alcohol or drugs
      • Failing to report accidents or damages
      • Using the vehicle for illegal activities
      • Neglecting regular maintenance and inspections
      • Failing to adhere to the company’s fuel and expense policies
    • Northeast Data, Inc has ZERO Tolerance for employees convicted of DUI/DWI while driving a company-issued vehicle or rental. Employees convicted of a DUI/DWI while operating a company-issued vehicle or rental will be immediately terminated.

11. Traffic Violations

    • Employees are responsible for any traffic violations incurred while operating a company vehicle or rental.
    • All traffic violations must be reported to your direct manager immediately.
    • Repeated traffic violations may result in disciplinary action, up to and including termination.

12. Suspended Drivers

    • Employees with a suspended driver’s license are prohibited from operating company vehicles or rentals.
    • Employees must notify their supervisor immediately if their driver’s license is suspended.
    • Failure to report a suspended license will result in disciplinary action, up to and including termination.

13. Policy Review

    • This policy will be reviewed annually and updated as necessary.

Note: Northeast Data, Inc. reserves the right to modify this policy at any time.